Treasurer Appears to have TOO Much on their plate to perfom within the neede role?

Started by FrancescaM • 13 replies • 1340 views

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FrancescaM (Washington)
Posts: 264

Posted:

Our annual election is a few months away, 2 to be exact. I am currently the secretary on our board. It's a busy position, but after meeting minutes are done and posted that pretty much ends my job till the next mtg as you know.

I had a concern this past week as we prepping our annual budget. It's been a tough year as for most. We had a meeting scheduled for the entire board to review and essentially get all numbers done and presenting for next weeks meeting.

#1. Our Treasurer came to the meeting with 1 copy of the projected budet and it had many erroneous entries. That 1 copy had to be passed back and forth between all members........ Also this poor lady is legally blind. She brought her lap top down to work on items and literally could NOT see what was on the screen. ( that scares me a bit )

#2 Our Treasurer at this meeting was exposing that she alone ok'd work to be done on a plumbing lead that was present in a unit ( the management co will be dealt with in regards to this )

#3 Our Treasurer had entries on line itmes that she couldn't explain and said that it was like that the year before and that the mangement company suggested to keep the line item in place despite her not knwoing what they were!

I spoke with the President after our meetng and her concerns were as mine. Our treaasurer was asked to come prepped with items needed and to have all her quesitonsed answered by our management company and not have andy "I don't knows".

Our Treasurer has servedon the board for many many years. I personally don't think this is a well suited position for this person for her or our baord. I mentioned to the President that although I haven't been in that position before I think I could be a little more prepped and ready to role for meetings.

It's a tough predicament. How do you tell someone or direct them to maybe be secretary with the next elections? We appoint our own positions after election. Please advise.

DonnaS (Tennessee)
Posts: 5,671

Posted:

Francesca,
First of all, how did she get to be Treasurer and cannot see because she is legally blind? That needs to change asap. You have a management company. Do they not work on the budget with the Treasurer. No single person should be responsible for working on budgets as this is one of the most important jobs on the Board. You might need to call a special meeting asap and go over each and every item before you set the budget for next year. It seems like you might be burning the midnight oil for a couple of days and this is not something that your members would be happy with if it was poorly presented to them.

SusanW1 (Michigan)
Posts: 5,202

Posted:

What do you mean:??

"We appoint our own positions after election."

Are you saying that the elected board turns around and elects its officers?

Seems the best thing to do is be sure that this person does not get re-elected by the board. Have another candidate in mind for the board and then for the role of the Treasurer.

AnneH2 (Florida)
Posts: 82

Posted:

Maybe it's time for the treasurer to be "promoted" to VP! As long as the president is hands on, the VP role could pretty much tailored to the person serving in that capacity.

For some reason, the treasurer position often tends to be "for life" in many boards. One person with an accounting background fills a void left by an inexperienced treasurer and becomes the "one" who understands budgets. Then board members defer to this person and the whole budgeting process can be less a process than a edict coming from the treasurer. People underestimate their abilities when it comes to the budget, IMO. Taken line by line, it's simple and the more folks who are involved in workshops and allowed input, the better, I think.

A PM can help a new treasurer (and board) get up to speed on the budget process as long as there is the desire to learn. I know it will be awkward, but I think it would be good for the association to vote in a new treasurer. The current one may be glad in the long run. It sounds like she does have too much on her plate, but might not want to let you all down by suggesting that she step out of that role.

FrancescaM (Washington)
Posts: 264

Posted:

Quote:

Posted By AnneH2 on 01/18/2009 7:32 PM
Maybe it's time for the treasurer to be "promoted" to VP! As long as the president is hands on, the VP role could pretty much tailored to the person serving in that capacity.

For some reason, the treasurer position often tends to be "for life" in many boards. One person with an accounting background fills a void left by an inexperienced treasurer and becomes the "one" who understands budgets. Then board members defer to this person and the whole budgeting process can be less a process than a edict coming from the treasurer. People underestimate their abilities when it comes to the budget, IMO. Taken line by line, it's simple and the more folks who are involved in workshops and allowed input, the better, I think.

A PM can help a new treasurer (and board) get up to speed on the budget process as long as there is the desire to learn. I know it will be awkward, but I think it would be good for the association to vote in a new treasurer. The current one may be glad in the long run. It sounds like she does have too much on her plate, but might not want to let you all down by suggesting that she step out of that role.

I really appreciate your insight!! I love the idea of promoting this one to VP or whatnot. I felt bad about asking for advice on this one, but it is very very clear that whether it is a sensory issue with poor eyesight or just competantness ( is that a word?? ) something is falling short with this poor kind soul. It's really hard to sit there and watch her struggle with her computer inches from her eyes.. and can't see numbers. If you think that is awkward... she insists on doing walk throughs with management to "spot" violators... and this unfortunately is bad. She asked for violations on improperly stored stuff on balconies... ( she couldn't say what it was but it was misc. Stuff.. it a sticky situation )

FrancescaM (Washington)
Posts: 264

Posted:

Quote:

Posted By DonnaS on 01/18/2009 6:15 PM

Francesca,
First of all, how did she get to be Treasurer and cannot see because she is legally blind? That needs to change asap. You have a management company. Do they not work on the budget with the Treasurer. No single person should be responsible for working on budgets as this is one of the most important jobs on the Board. You might need to call a special meeting asap and go over each and every item before you set the budget for next year. It seems like you might be burning the midnight oil for a couple of days and this is not something that your members would be happy with if it was poorly presented to them.

Donna, I couldnt' agree with you more! I made it clear I wish to be the elected Tresurer for this next election. I love the idea of promoting this kind soul to VP, and anything short would be a very sticky situation. How do you tell someone that they aren't performing to standards and they are volunteering ? How do you tell someoene because of their lack of vision that you are worried about numbers, checks or invoices being lost ( and this has happened).

I thinkt the correct thing to do is #1 se if our gal makes the election process ( she almost didn't last year so you never know ) and if she does, I will point out I really want to learn the finances on our HOA end... and really appear that she needs a break for the hard work she has done.

DonnaS (Tennessee)
Posts: 5,671

Posted:

Francesca,

You never know how she feels about the job of treasurer either. Maybe she is tired of it but doesn't want to put the Board in a bind by retireing from the position. She sounds like it to me because of her not having anything organized. Maybe someone who she trusts and has bonded with can ask her in a kind way if she wants to give it up.

JohnK3 (Pennsylvania)
Posts: 967

Posted:

Donna writes:

>>>First of all, how did she get to be Treasurer and cannot see because she is legally blind?<<<

1. You know, blind people are not retards. They just have a tough time with the vision thing.
2. Helen Keller did well for herself. The current Governor of NY is legally blind. Monet probably, eventually was but kept at his craft.
3. Legally blind is not the same as totally blind.

Please take a seat in the corner for the next hour as a act of repentance and humility.

JosephW (Michigan)
Posts: 882

Posted:

This is the kind of thing that needs to be handled behind the scenes and as humanely as possible. The best person to handle it would be the Prez who should privately visit with the Treasurer, and let her know that her efforts are appreciated, but maybe the Treasurer job is for someone else who can handle it a little easier. The Prez could then let her know that if she agreed to step down as Treasurer, some other task or appointmnt would be made to make the the landing a little easier. But somewhere in the conversation, the Prez needs to make sure the person understands that if they don't make the move voluntarily, it would force the board to make it publicly. It would also be nice if some kind of recognition (plaque, certificate) could be arranged at the next annual meeting, thanking her for her long service to the community.

Joe

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DonnaS (Tennessee)
Posts: 5,671

Posted:

John,
Thank you for the repremand. I have done my pennance and certainly did not mean to sound prejudiced against a handicapped person. If the association has made adjustments to enable her to do the budget in brail, then I applaud their efforts. My statement was not meant to offend.

MaryA1 (Arizona)
Posts: 7,043

Posted:

Francesca,

Are you on friendly terms with the Trea? If so, perhaps you can have a little talk with her to find out if she would really like to be appointed to a different board position. It could be that she would be delighted to have this heavy load lifted from her shoulders.

FrancescaM (Washington)
Posts: 264

Posted:

Quote:

Posted By MaryA1 on 01/19/2009 11:02 AM
Francesca,

Are you on friendly terms with the Trea? If so, perhaps you can have a little talk with her to find out if she would really like to be appointed to a different board position. It could be that she would be delighted to have this heavy load lifted from her shoulders.

Since we only have 2 months before elections I think it truely can wait, however.. after elections ( we have to make sure we are voted back on ya know ) I will ask to be appointed treasurer as I really would like to know about the inner workings of the HOA. I will ask if we can have change in position. I really think I could do a better job, and someone said that this position often turns into a lifer..... and the current trez.. may not be re-elected.. she barely made the vote last year.

MicheleD (Kentucky)
Posts: 4,491

Posted:

Just curious, don't your governing documents have a consecutive term limits thing?

In ours, a director may only hold the same office for 3 consecutive years.

Since the people on the board now are pretty much the same who ever run, give or take one or two on off years, we sort of "rotate" the officer positions every 3 years.

RobertR1 (South Carolina)
Posts: 5,164

Posted:

Well it may have been mentioned but I didn't catch it, but, what about appointing an assistant treasurer. What better time than now to get the books in shape for the annual meeting. Surely she would accept an assistant, and her years of service would be recognized.
But I caution you, don't condenscend to this lady, she knows exactly what is going on and probably will welcome any help to save face.

Tell me, do I sound like I am close to this..........staring me right in the face.

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